Liability & Terms of Service
The Village Well Studio Policies
Cancellation Policy
We ask for 12 hours' notice to cancel or change a reservation.
Cancel more than 12 hours before class: no charge, and your credit is returned.
Cancel within 12 hours: a $15 fee applies. First time is on us. After that, the policy applies.
To cancel, use The Village Well app or website, or text us at (443) 785-5090. We know life happens. If something comes up, reach out and we'll always do our best to work with you.
No-Show Policy
A no-show means missing a reserved class without cancelling. Because your spot is held and can't be filled last-minute, a no-show incurs a $20 fee. First time is on us. After that, the policy applies.
Late-Arrival Policy
Doors open 10 minutes before class starts, so plan to arrive a little early. Once class begins, we're not able to allow late entry, and a late arrival counts as a late cancel, so the $15 fee applies unless it's your first time.
If you arrive after the doors have locked, just text us at (443) 785-5090 and we'll take care of it. No fee for that one.
Hold & Freeze Policy
Need to step away for a bit? You can freeze your membership in 30 day increments, once a year. Email us at least 3 days before your next billing date and we'll set it up. Billing pauses, and your spot is held.
Medical holds are available beyond the once-a-year limit with a doctor's note.
Refund & Transfer Policy
Class packs and memberships are non-refundable.
Class packs expire based on how many classes you purchase. A 5-class pack is valid for 2 months from purchase, and a 10-class pack is valid for 3 months from purchase.
Weather & Closures Policy
On rare occasions we may need to close classes for severe weather, a facility issue, or an unexpected instructor emergency. We'll do our best to notify you at least 2 hours before class start, though some closures come up last-minute and are out of our hands.
A class we close is always credited back to your account automatically. You're never charged for a class we couldn't hold.
Filming & Photography
Photos and videos are welcome before and after class. Once class instruction begins, phones go down.
The Village Well Liability Waiver
Welcome
The Village Well exists to create an inclusive and effective space for all to heal, sweat, and connect. Our classes blend movement, mindfulness, and strength to help you feel grounded and empowered. Please review and acknowledge the following agreement, which outlines important information about participation, safety, and community standards.
By creating an account, making purchases, and/or participating in any classes or activities at The Village Well, you agree to the following terms on behalf of yourself, your heirs, personal representatives and/or assigns, and any minors in your care.
1. Assumption of Risk and Release of Liability
I understand that participation in Pilates and yoga classes (including mat and reformer sessions) involves physical activity that may include stretching, balance, strength training, and cardiovascular exercise. I acknowledge that these activities carry certain inherent risks—including but not limited to muscle strain, dizziness, falls, equipment malfunction, or other injuries—that may result from my own actions or from others participating.
I confirm that:
I have been examined by a licensed physician within the past six months and found to be in good physical condition.
I have disclosed any relevant injuries, conditions, or limitations to my instructor prior to class.
I will immediately stop participation if I feel pain, discomfort, or dizziness, and will notify the instructor.
I voluntarily assume all risks associated with participation and release The Village Well LLC, its owners, instructors, employees, independent contractors, partners, and affiliates from any and all claims, liabilities, demands, or actions resulting from injury, illness, or damages sustained in connection with my participation.
There is no late entry to the studio. The instructor locks the doors when class begins.
2. Equipment and Environment
I understand that reformer and mat Pilates involve the use of specialized equipment such as springs, straps, and moving carriages, and that improper use can cause injury. I agree to follow instructor guidance and use equipment as directed.
The Village Well strives to maintain a safe and supportive environment; however, I recognize that conditions such as floor surfaces, lighting, and temperature may vary and that I am responsible for exercising caution at all times.
3. Health and Safety Protocols
I agree to follow all studio policies, including cleanliness standards, equipment sanitization, and instructor direction regarding safe use of props or apparatus.
I understand that The Village Well reserves the right to refuse participation if an instructor determines that it is unsafe for me to continue due to illness, injury, or disruptive behavior.
4. Payment, Scheduling, and Cancellation
All purchases (including single classes, class packs, and memberships) are non-refundable except where required by law.
Cancellations must be made at least 12 hours before the scheduled class to avoid $15 cancellation fee or a $20 no show fee.
No-shows or late cancellations result in a fee but you get your credit back to use for a different class. To maintain the safety of all clients and instructors using heavy equipment, late arrivals are not permitted. All clients get 1 free late cancel or no-show, with the fee waived. If a late cancellation is due to an emergency, clients are welcome to email info@thevillagewellbaltimore.com to handle the situation with our team internally. Class schedules and instructors are subject to change. The Village Well reserves the right to cancel or modify classes for holidays, maintenance, or instructor availability.
5. Photo and Video Release
I grant The Village Well permission to capture and use photographs, video, and audio recordings of classes or events in which I may appear, for marketing, promotional, and educational purposes, without compensation.
I understand that I may opt out by notifying the studio in writing prior to participation in any session where recording is planned.
6. Account, Membership, and Conduct
I agree to maintain an accurate and current client profile, including emergency contact information.
I understand that all memberships and class credits are personal and non-transferable.
I agree to conduct myself respectfully toward instructors, staff, and fellow participants, and to contribute to a welcoming and inclusive environment for all.
7. Acknowledgement and Agreement
I have carefully read this agreement and fully understand its contents. I voluntarily agree to the terms and acknowledge that this release and waiver of liability is a legally binding document.
By checking the box or signing below, I agree to the above terms and conditions and voluntarily assume all risks associated with participation at The Village Well.
The Village Well Terms of Service
The Village Well (“we,” “our,” or “us”) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, and safeguard your data when you interact with our studio, website, booking systems, and related services.
By visiting our website, creating an account, or participating in classes at The Village Well, you agree to the terms of this Privacy Policy.
1. Information We Collect
We collect information that helps us provide safe, personalized, and efficient service. This may include:
A. Personal Information
Name, email address, phone number
Billing and payment details
Emergency contact information
Account credentials (if applicable)
Health information voluntarily shared to support your safe participation in classes
B. Automatically Collected Information
When you visit our website or use our booking platform, we may automatically collect:
IP address and browser type
Device and operating system
Pages viewed and time spent on site
Cookies and similar technologies (see below)
C. Photos and Media
With your consent, we may collect and use photographs, videos, or testimonials for marketing and community purposes. You may opt out at any time by contacting us in writing.
2. How We Use Your Information
We use your information to:
Process class bookings, memberships, and payments
Communicate with you about classes, updates, events, or schedule changes
Provide customer support and respond to inquiries
Maintain safety and track attendance
Improve our services, website, and client experience
Send marketing or promotional communications (you may unsubscribe at any time)
We will never sell your personal information to third parties.
3. How We Share Your Information
We only share your information when necessary to operate our business, including:
Service Providers: Scheduling, payment processing, and email communication systems (e.g., Mindbody, Stripe, or similar providers)
Legal Requirements: When required by law, regulation, or legal process
Business Operations: In the event of a sale, merger, or transfer of ownership, your data may be included as part of that process
All partners and vendors we work with are required to maintain the confidentiality and security of your data.
4. Data Storage and Security
We store your information securely using password-protected systems and encrypted databases managed by trusted third-party vendors.
While no system can be 100% secure, we take all reasonable steps to prevent unauthorized access, misuse, or disclosure.
5. Cookies and Tracking Technologies
Our website may use cookies and similar technologies to improve your experience, analyze site traffic, and personalize content.
You can adjust your browser settings to refuse cookies, though some features may not function properly.
6. Your Rights and Choices
You have the right to:
Access and review your personal information
Request correction or deletion of your data
Withdraw consent for marketing communications
Request a copy of the information we hold about you
To exercise these rights, please contact us at info@thevillagewellbaltimore.com .
7. Retention of Information
We retain personal information for as long as necessary to provide our services, comply with legal obligations, resolve disputes, or enforce agreements.
8. Third-Party Links
Our website may contain links to third-party websites or social media platforms. We are not responsible for the privacy practices or content of those sites. We encourage you to review their privacy policies before providing personal information.
9. Updates to This Policy
We may update this Privacy Policy from time to time. The “Effective Date” at the top indicates the most recent revision. Continued use of our services after any updates constitutes your acceptance of the revised policy.
10. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact: